Bad News Memo, Essay Example

I am denying your request for additional auditor assistance.  Due to duplicating request, I cannot compromise our scheduling requirements in order to offer assistance to resolve issues that should have been resolved internally.

Reason for the Decision                                                                                                                     

After careful consideration of your request for two auditors available to help with your three-week emergency, I have to respectfully decline.  Many factors have played into my decision.  First, this is not the first situation that you have requested for external help.  Our auditor offered assistance at least two times prior, providing instructions that you have yet to implement.  Secondly, under normal circumstances we would accommodate your request, however due to the hectic schedule we are in; we cannot compromise our department to assist in a situation that has not been rectified on your part. We have to consider what will be in the best interest of our company, managers, and clients.  By accommodating your request we will compromise ourselves to fall behind as well, and that could have an irreversible effect on our company, managers, and clients. 

Alternative Strategies to Address Staffing Issues

Managing a job of this magnitude is demanding on everyone involved, however I feel that poor project planning on your part is the prevailing factor of the situation you are in. This can be simply and quickly resolved by you focusing on improving your management skills.  By no means am I questioning your personal ability as a manager, however, simply the lack of implementing standards.  Expecting your staff to do their best with no set guidelines or expectations will never happen.  Employees will almost always give the minimum they can get by with, it’s human nature.  You have a seasoned staff, but you are still in need of a few new employees.  This will be a great time for you to set your new expectations before bad habits are formed.  If necessary hire an additional associate or two to let the seasoned employees know that they will have to conform to the new standards or their hours can be given to someone else who will.  The extra staff will also help you stay on schedule and prevent further situations where you could fall behind.  

Suggestions for Improvement

I feel that implementing a cross-functional team effort will help with your project management.  As the manager, the standards that you set will be a guide to your employees.  If you have an assignment coming up, determine what manpower will be needed to adequately complete this project.  Consider the strengths and weaknesses of your team and put the stronger employees closer to you.  Careful planning will be the first thing you need to address with improving your management skills. Next, you need to implement the function of accountability.  Meaning, we hold you responsible for what your site does not complete or when it does not perform to standards, you need to hold your staff to the same expectations.  Allowing employees to be mediocre will inevitably keep you from succeeding.  By following these simple suggestions, I am doubtful that you will come across future situations where you are in need of emergency auditing assistance.  

Feel free to contact me if you need additional guidance in implementing the necessary changes.